Executive Assistant - CPO Job at Friends For All in Memphis

Are you a purpose driven and looking to make a difference in Memphis? Friends For All is looking to add to our team!

Why Friends For All:

For more than three decades, Friends For All (formerly Friends For Life) has been preventing the spread of HIV and helping those affected by HIV/AIDS live well. Our holistic, client-centered approach provides a variety of services coordinated through one centralized model. We strive to address the roots of need—including stigma and inequality—to improve health and wellness for everyone we serve. Our goal is to eliminate new transmissions of HIV in Memphis and the Mid-South and empower those living with HIV to become their healthiest, happiest selves.

What is in it for you:

• A commitment to work-life balance with: (up to 38 Days Off)
  1. 12 accrued vacation days per year
  2. 12 accrued sick days per year
  3. 14 paid holidays, including Your Birthday!
  4. Sick Bank allows employees to donate sick time to other employees with a serious health condition who have no remaining sick or vacation
  5. Flex Schedule may be available based on position after introductory period
• Employer-sponsored health, dental, and vision insurance with two PPO medical and Dental plans. Costs for employee per pay period (bi-weekly)
  1. BCBS PPO Plans
     • PPO Gold premium = $28.88
     • PPO Platinum premium = $56.15
  2. Dental Plans
     • PPO Low = $1.14
     • PPO High = $5.81
  3. Vision premium = $1.41
• 401k program with up to 3% employer match starting immediately
• Employer-paid basic life insurance valued at $50,000
• Employer-paid Short-term disability
• Voluntary Life and AD&D, Long-term disability
• Flexible Spending Accounts for healthcare and dependent care
• Student Loan Forgiveness Programs
• Employee Assistance Program with in person counseling options

To Learn More about Working at FFA: Go to https://www.friendsforall.org/careers

Compensation:

Friends For All believes in compensating our employees fairly and we look at both internal and external salary analysis. The range listed is an estimate as it looks at the total compensation package as well as factors such as skill sets, training, education and organizational needs. It is not typical for an individual to be hired at or near the top of the salary range as this gives the employee a chance to grow into the role.

Executive Assistant - CPO Job Description

JOB TITLE:

Executive Assistant - CPO

EXEMPT (Salaried) or NON EXEMPT(Hourly):

Exempt

DEPARTMENT:

Executive

STATUS:

Full-Time

REPORTS TO:

Chief Programs Officer

REGULAR HOURS:

M - Th (8:30am – 5:00pm)

F (8:30am – 4:00pm)

JD REVISION DATE:

7/18/24

SUMMARY:

The Friends For All Corporation Executive Assistant will perform a variety of administrative tasks and support FFA Chief Programs Officer (CPO) with a focus on agency data management and analysis for population health outcomes.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides executive administrative support for the CPO. Performs a broad variety of administrative tasks for the CPO including managing an extremely active calendar of appointments; prioritizing tasks; composing and preparing correspondence that is sometimes confidential.
• Maintaining comprehensive and accurate records
• Performing minor accounting duties
• Organizing meetings, including scheduling, sending reminders, organizing departmental staff appreciation and events.
• Answering phone calls in a polite and professional manner
• Prepare reports, collect and analyze information; prepare presentations.
• Record meeting discussions and provide minutes.
• Mange and submit personal purchase order and expenses for the CPO as well as maintain inventory and office supplies.
• Data analysis; Proficient in Access, MS Word, Excel, Outlook, standard statistical software, specific agency systems and other relevant data systems.
• Provide knowledge in statistical and/or epidemiological analysis for agency population health management to prepare for data needs for funders and other community partners.
• Perform data management, programming for data preparation, and statistical and/or epidemiological analyses using standard statistical packages.
• Perform standard statistical and/or epidemiological analysis and prepare analysis reports including graphical and table presentations, descriptions of methods used, interpretation of findings, and making valid inferences.
• Assist in development of agency annual data performance scorecard in line with our mission.
• Other duties as assigned

ADDITIONAL DUTIES AND RESPONSIBILITIES:

• Regular and predictable punctuality and attendance is required
• Return all calls, emails and text in a timely manner.
• Participate in weekly or biweekly coaching sessions with supervisor
• Complete Performance Reviews and SMART GOALS
• Participate in All Staff Meetings, In-Service Days and Mandatory Trainings
• May need to travel in personal vehicle to meet staff, clients, or community partners at FFA locations or at other locations to meet the needs of the position
• Duties and responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.

SUPERVISORY RESPONSIBILITIES:

N/A

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• B.S. in Management or related field or possess demonstrated experience in a similar manner.
• Must have IT problem solving skills.
• Must have experience with Microsoft Office.
• 3-years’ minimum experience administrative support or executive assistant.
• 1-year experience in Human Resources preferred.
• 1-year experience in supervisory preferred.
• Good strategic/critical thinker, self-starter, goal-oriented
• Excellent verbal and written communications.
• Ability to operate with purpose, urgency and accuracy in a fast-paced, deadline-driven environment -- with particular attention to detail and organization
• Ability to work with a diverse client population
• Strong relationship-builder both with team and clients (internal and external)
• Ability to follow verbal and written instructions.
• Computer skills: ability to efficiently navigate the Internet and input data into applicable systems; familiarity with MS Office 365, especially Outlook and SharePoint, Adobe, TEAMS and Zoom
• Ability to define problems, collect data, establish facts, and draw valid conclusions
• Maintain confidential information and adhere to all Friends For All policies and procedures regarding sharing of financial information and Protected Health Information (PHI).

CERTIFICATES, LICENSES, REGISTRATIONS:

• Must have a valid State Driver’s License, provide proof of automobile insurance coverage to employer at all times and have an automobile to be used daily.

WORK ENVIRONMENT:

We are a mission driven organization made up of people committed to cultivating growth and learning. We believe in providing care for all our clients while providing a welcoming, balanced environment for all our employees. By joining our team, you are joining a group of community-focused professionals who connect people with care.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Must be sensitive to the culturally and racially diverse nature of clients, patients, employees, and visitors.
• Must be able to interact with everyone in a friendly, helpful manner.
• Embodies FFA Values:
  • Equity and Acceptance
  • Trailblazing, Creative and Fearless
  • Joy and Fun
  • Collaboration and Teamwork
  • Service
  • Awareness

ADA SPECIFICATIONS:

Physical and cognitive demands that must be met in order to successfully complete the essential

functions of the job. Reasonable accommodations may be made to enable individuals’ disabilities to perform the essential functions unless the accommodation would impose an undue hardship on the organization.

• Requires ability to speak audibly and listen actively.
• Requires ability to use computers, telephones and other office equipment.
• Requires ability to sit for extended periods.
• May require occasional bending and lifting up to 25 pounds.
• May require periodic local travel.

OSHA CATEGORY:

This position performs tasks that may involve exposure to blood, body fluids, or tissues. Training will be provided per Standard Operating Procedure for your area of operation. All FFA employees are offered the opportunity to receive the Hepatitis B vaccination series.

COMMENTS:

This description is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of this job. It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified. Other functions may be assigned and management retains the right to add or change the duties at any time.

Friends For All is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.